Program Assistant II - Student Life

The department of Student Life at West Virginia University is currently accepting applications for a Program Assistant II.

About the Opportunity:

Performs a variety of administrative, skilled or technical work of a specialized nature and/or provides leadership of office staff. Works under own initiative with limited supervision and is accountable for significant, advance administrative/support duties and/or provides formalized work leadership. Typically possess a broad knowledge of all functions and operations within work unit and can generally apply judgment and make decisions affecting function or procedures for which they are accountable.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do:

• Professionally handles booking for meeting rooms and audio visual equipment for both internal and external clients.
• Ensures that all billing for meeting rooms, audio visual equipment, and rental of equipment are logged and accurately reaches the accounts department in correct formation every Tuesday and reviewed by supervisor.
• Leads and guides the work of other employees engaged in same or similar work.
• Attends meetings regarding plans with Departments and Student Organizations.
• Helps plan and advise upcoming events.
• Works closely with The Office of Student Engagement and Leadership to ensure all events are approved.
• Follows up with students once the event is approved by The Office of Student Engagement and Leadership to get all details or any special requests.
• Accesses the WVU Engage website for information pertaining to student organizations approved or denied requests.
• Coordinates closed with Night Operations staff to make them aware of any early opening or closing requests.
• Generates diagrams or any unique setups for events and give them to the proper staff when needed.
• Inspects rooms to confirm specified setups are correct and report any changes to Facilities Management.
• Follows up with customers to make sure their event was up their satisfaction and take note of any changes.
• Sends out daily confirmation reminders to customers for upcoming events.
• Print daily setup worksheets, room card worksheets, and activity schedules and give them to the campus service workers.
• Adds and updates contact information in the EMS System.
• Checks reservation emails and promptly responds to all incoming requests.
• Refers all catering questions and requests to WVU Dining.
• Guarantees space in the commons area for posterboard requests and provide easels.
• Completes same day add-on requests and inform facilities and front desk staff of the changes.
• Approves equipment rentals from inventory, completes equipment release form and confirms that all borrowed equipment if returned.
• Applies functional knowledge to analyze and respond to matters requiring comprehensive knowledge of department and Board of Trustee policies and procedures and research and interpretation of a variety of levels of information; authorizes exceptions to policy with defined limits.
• Organizes and performs data collection, analysis, reporting, documentation, and other duties to ensure accurate and timely processing or development of required reports.

Pay Grade: 13

Hours: Monday thru Friday 8:15 am - 4:45 pm

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  • Associate's degree of over 18 months and up to 3 years' education or training beyond high school.
  • A minimum of 1 year experience in the following:
    
    
    
    • Directly related customer service experience
    • Good oral and written communication skills; stress management skills; time managements skill; and computer knowledge
      
    
    
    
    
  • Any equivalent combination of related education and/or experience will be considered
  • All qualifications must be met by the time of employment
  
  
  
  

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.